The Administrative Assistant performs clerical and administrative support such as answering phones, copying, scanning, filing, opening, and distributing mail, processing invoices, ordering supplies, and maintaining records The work performed by this position is typically sensitive and confidential in nature.
Primary Duties and Responsibilities
- The Administrative Assistant provides administrative support including answering phones, faxing, copying, scanning, and printing.
- Provides phone coverage and calendar management for four Directors: back-up coverage for Vice Presidents and Executive Vice President. Responds to general inquiries, and directs calls to proper staff members, as needed.
- Utilizes CONCUR software to make travel arrangements including air, hotel, and car rentals.
- Opens and distributes incoming departmental mail. Identifies returned mail by employee’s name and forwards it to the employee’s facility.
- Using FEDEX software, creates mailing labels for overnight and priority shipments.
- Using Microsoft Word, creates mail merge files for mass distribution letters. Also, creates files, folders, labels, and binders. Works in conjunction with Mailroom Staff to fold and distribute.
- Ensures that department invoices are properly coded and submitted to Accounts Payable.
- Codes and reconciles department credit card expenses in REGIONS software.
- Completes and submits new vendor requests, and payroll payment requests.
- Maintains inventory and orders office supplies, brochures, GEO Wow postcards and envelopes.
- High school diploma or equivalent certification required.
- Minimum of two (2) experience in a responsible administrative position or related field. Appropriate accreditation and/or certification in related field may supplement work experience requirement.
- Must have working knowledge of software applications used by the supported group. This typically includes using word processing, spreadsheet, graphics, charts, and database software applications, primarily Microsoft Office Suite including Publisher.
- Must be able to compose a variety of correspondence such as memorandums, letters, agendas, summaries, etc. in a clear and concise manner, and proofread the work of supported staff, suggesting changes when necessary.
- Must be able to communicate with employees, management, clients, and the public.
- Must be able to prioritize and complete assignments accurately within the given deadlines, and plan accordingly when deadlines of current projects change.
- Must be able to work independently or in a group setting.
- Accounts Payable
- Agenda Development
- Graphic Design